Admin Assistant 3- OMI Fellowship - req# 35950

The Office of the Medical Investigator (OMI), a nationally accredited program within the University of New Mexico School of Medicine Department of Pathology, is seeking a highly organized and experienced Administrative Assistant 3 to support complex operational, educational, and programmatic functions.

OMI investigates deaths across New Mexico that are sudden, violent, untimely, or unexpected and serves families, communities, and legal partners with professionalism and compassion. This position plays a critical role in supporting departmental operations, coordinating projects, and maintaining structured workflows that support both administrative and medical education–related initiatives. The ideal candidate thrives in a fast-paced environment, demonstrates strong independent judgment, and brings advanced experience with Smartsheets and data-driven tracking systems.

Key Responsibilities:

• Program & Administrative Coordination Provide advanced administrative and operational support to leadership, programs, and cross-functional teams. 
• Coordinate schedules, meetings, and complex logistics for internal operations and educational initiatives.
• Support onboarding processes, training coordination, and program documentation.
• Smartsheet & Workflow Management Design, build, and maintain Smartsheet systems to track projects, timelines, reporting metrics, and operational workflows.
• Develop dashboards, reports, and automation processes to improve efficiency and visibility across departments.
• Ensure data accuracy, maintain version control, and provide guidance to staff on Smartsheet utilization.
• Medical Education & Program Support Assist with coordination of educational programs, learners, and training activities aligned with School of Medicine standards.
• Maintain program records, schedules, and communication with faculty, trainees, and external partners.
• Support accreditation documentation and structured reporting processes as needed.
• Operational Support Draft professional correspondence, reports, and presentations.
• Manage sensitive information with discretion and adherence to institutional policies.
• Collaborate across departments including Records, Grief Services, IT, Facilities, Imaging, and Accessioning.

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.

Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

• Experience supporting medical education, academic programs, or healthcare operations.
• Knowledge of University or academic medical center environments.
• Experience creating dashboards, automated workflows, and reporting tools.
• Strong written communication skills and ability to support leadership-level initiatives.
• Experience working with sensitive or confidential information.

Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit UNMJobs to submit an application.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpage for additional details.

The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.